About us

The Turner Foundation is a small business in Santa Barbara, CA. We are professional, rewarding and supportive.

Our work environment includes:

• Modern office setting
• Growth opportunities

Job Description: Administrative Assistant

Reports to: President/CEO, Director of Operations

Job Summary:

The Turner Foundation is searching for an experienced, reliable, and task-oriented Administrative Assistant. The Administrative Assistant will work directly with the Leadership team (CEO/President, Director of Operations, Director of Development) to support the overall success of the organization and its leadership. Some responsibilities will include involvement and/or oversight of payroll, human resources, bookkeeping, property management, company insurance, internal communications and communications with outside partners, and other administrative tasks. The ideal candidate is highly self-motivated, professional, has a happy helper attitude, and can manage their workload and prioritize tasks in a fast-paced environment. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. This position is responsible for assisting with tasks given by the Leadership team to support with the day-to-day, future endeavors, and overall success of the Turner Foundation. The Administrative Assistant should have a clear understanding of the goals and objectives of the Turner Foundation in relation to its mission and progress.

Working Environment / Minimum Physical Requirement:

Must have the physical, visual, and auditory ability to perform the essential duties of the

job with or without reasonable accommodations. Requires light physical activity such as phone and computer work. Will require driving, walking, light lifting, stooping, crouching, and bending. Background check will be taken upon commencement of employment and results will be submitted to the Turner Foundation office.

Skills, Knowledge, and Personal Characteristics:

The following attributes are desirable for job success: exceptional communication and interpersonal skills; positive “team player” attitude; organizational skills; attention to detail and project coordination and accuracy; ability to work under pressure; self-motivated and self-directed; exemplary time management skills; ability to work with staff in solving problems and ability to take direction and function as part of a team.

General Duties and Responsibilities:

1. Act as the point of contact among executives, employees, and other external partners and vendors.

2. Manage information flow in a timely and accurate manner.

3. Manage Leadership team (CEO/President, Director of Operations, Director of Development) calendars and set up meetings.

4. Support the Director of Development and Event Coordinate with all corporate events that take place, such as golf tournaments, fund-raising events, staff appreciation events and others.

5. Act as an office manager by keeping up with office supply inventory, cleanliness, creating a warm atmosphere at the office.

6. Picks up and sorts through mail from PO Box 2-3 times per week.

7. Format information for internal and external communication – memos, emails, presentations, reports.

8. Take minutes during meetings.

9. Receive, screen, and direct phone calls. Distribute correspondence.

10. Coordinate executive communications, including taking calls, responding to emails, and interfacing with vendors/partners.

11. Maintain an organized filing system of paper and electronic documents.

12. Uphold a strict level of confidentiality.

13. Develop and sustain a level of professionalism among staff and clientele.

14. Make travel and accommodation arrangements when necessary.

Financials, Bookkeeping, Payroll Responsibilities:

1. Track and log daily expenses, collect receipts, support Dir. of Operations to categorize in QuickBooks.

2. Coordinate payments and make sure bills are paid accurately and on time.

3. Work closely with property management company and contracted bookkeeper to monitor and reconcile accounts.

4. Administrator of all company credit cards.

5. Regular trips to bank to deposit checks, and to the bookkeeper to deliver invoices/receipts and process payments.

6. Process employee reimbursements, ensure proper documentation and approvals.

7. Receive, process, record, notify, and send thank you letters for donations.

8. Maintain office safe.

9. Coordinate payroll to be submitted twice a month (6th and 21st every month). This includes collecting timesheets and getting appropriate approval signatures and then input into Rippling. Ensure that policies are followed, appropriate lunch breaks were taken, time off is logged appropriately (sick, vacation, PTO) and any overtime properly recorded.

10. Supports with annual audit and tax returns.

Human Resources Responsibilities:

1. Employee benefits administrator, including health, dental, vision, and life insurance. Oversees, coordinates, and provides employee benefit information to the team. Works closely with our insurance representative to manage the benefits package for our organization.

2. Oversees 401k package for employees and ensures we are in compliance.

3. Manages onboarding for new employees and offboarding for terminated employees.

4. Point person for any human resource issues among staff and supervisors.

5. Completes paperwork related to EDD, Unemployment Claims, Wage Withholdings, Child Support Withholdings, and other forms as needed.

Corporate responsibilities:

1. Oversees the annual review and renewal of various insurance policies, with the assistance of the TF Insurance Broker:

a. Property Insurance

b. General Liability policy

c. Directors & Officer and Employment Practices Liability policy

d. Worker’s Compensation Policy. Provide all requested information required for annual audit.

e. Auto policy

f. Umbrella policy

g. Erisa bond policy

h. Cyber liability

2. Supports Board Meeting preparations. Communicates on behalf of the Leadership team to the Board of Directors. Organizes and maintains Board Book binder that holds all board meeting documents and correspondents between board members and leadership team.

3. Accountable to uphold proper protocols and processes set forth by TF’s bylaws, auditors, Board of Directors, and Leadership team.

Property Management and Special Project Responsibilities:

1. Liasson between Leadership team and Cochrane Property Management for oversight of the Village and Lighthouse communities.

2. Supervises onsite managers at the Village and Lighthouse.

3. Coordinates all reporting needed to the city, county, and state for low-income verification forms, tax exemptions, licensing, renewals, etc.

4. Main support staff for Event Coordinator to help plan, prepare, execute, and clean-up for any Turner Foundation event that is held. There are many events (fundraising, staff appreciation, outreach, etc) that are held throughout the course of the year. The Administrative Assistant will be heavily involved in most, if not all, events.

Skills and Other Requirements:

· Advanced Microsoft Office skills, with an ability to become familiar with organization-specific programs and software.

· Experience in Salesforce CRM is a plus.

· Proficiency in collaboration and delegation of duties.

· Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.

· Exceptional interpersonal skills.

· Friendly and professional demeanor.

· Work experience as an Administrative Assistant, Executive Assistant, Personal Assistant or similar role.

· Familiarity with office gadgets and applications (e.g. e-calendars and copy machines).

· Excellent verbal and written communications skills.

· Discretion and confidentiality.

· High School degree.

· Some college or bachelor’s degree is a plus.

· Valid Driver’s License.

Details:

· Full-time position.

· Hours: 32-40hrs per week

· General job schedule (subject to change):

o Monday-Friday

o 9am-5pm

· Pay Rate: $20-$30 per hour.

Miscellaneous:

The qualifications requirements, physical demands and work environment characteristics described in this job description are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. This job description in no way states or implies that the essential duties described are the only responsibilities. The employee is required to follow any other instruction and to perform any other work duties at the request of the supervisor or other management personal. Employees, when appropriate, are expected to positively promote The Turner Foundation’s mission and when called upon assist Director of Development in fundraising and donation efforts/events.

Turner Foundation Mission Statement:

“The Turner Foundation’s mission is to serve the community by owning and operating low-income apartment communities, as well as providing programs and services.”

** This job description in no way implies that the essential duties described are the only responsibilities. The employee will be required to follow and additional instruction and/or perform and additional work requested by their supervisor. Employees are expected to positively promote The Turner Foundation’s Mission and when called upon, assist in all Fundraising opportunities and special events.

The Turner Foundation reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.

Job Type: Full-time

Pay: $20.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Santa Barbara, CA 93108: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative Assistant: 1 year (Preferred)

Work Location: In person

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